Primary Purpose:

To support Region 16 Education Service Center (ESC) by providing administrative assistance accurately and efficiently to ensure quality results in a professional and timely manner.

Qualifications:

Education/Certification

• High School diploma or GED required
• Ability to complete all Google Basics On-Demand trainings within the first six month of employment
• Ability to understand tracking and spending of federal, state, and local funds within the first six months of employment

Skills

• 3 to 5 years job-related experience required
• Required proficiency in Microsoft Office Suite, Google Workspace, spelling, punctuation, and grammar
• Skilled in general office procedures including answering telephone, filing, data entry, and maintaining an organized workspace
• Must be service-oriented, a team player, self-motivated, and responsible to complete all assignments
• Exhibits tact and relates well to people
• Ability to handle multiple tasks under pressure with ease
• Projects a positive, professional, organizational image through in-person and phone interaction with customers

Working Conditions:

• Tools/Equipment Used: Standard office equipment including personal computer and peripherals
• Posture: Must be physically able to tolerate prolonged sitting, frequent standing; occasional bending/stooping, pushing/pulling, twisting, and standing
• Motion: Must be physically able to tolerate frequent standing and walking, repetitive hand motions, frequent keyboarding and use of mouse; occasional reaching, occasional driving
• Lifting: Must be physically able to tolerate regular light lifting and carrying (less than 15 pounds); may require occasional heavy lifting and carrying (45 pounds or more)
• Environment: Must be physically able to work inside; tolerate occasional travel between work sites; regular exposure to noise
• Mental Demands: Must be able to work with frequent interruptions; maintain emotional control under stress; work prolonged or irregular hours on occasion
• Regular Attendance is an essential function

Major Responsibilities and Duties:

1. Supports staff to enhance overall productivity.
2. Oversees and monitors budget expenditures across federal, state, and local funds.
3. Develops and manages databases/spreadsheets for key programs including the State-Wide Lead Strategic Integration Liaison Initiative, Special Education, Mental and Behavioral Health and more.
4. Manages requisitions, ensuring timely delivery and processing of purchase orders for payment.
5. Administers and tracks monthly travel reimbursements.
6. Provides technical assistance to staff, meeting all operational requirements.
7. Coordinates logistics for summer conferences.
8. Creates on-site sessions using ESCWorks.
9. Manages participant registrations for workshops.
10. Prepares and organizes materials for various events including workshops, conferences, in-service meetings, and division reports.
11. Handles correspondence, travel arrangements, report generation, form submissions, and other administrative tasks.
12. Assists with project completion, including binding, collating, addressing, and distributing final reports and projects.
13. Processes paperwork for external presenters.
14. Secures venue reservations for workshops.
15. Coordinates rental car bookings for staff, managing rental and gas receipts post-travel.
16. Submits contract approvals and invoices to the finance department.
17. Performs standard administrative tasks, such as correspondence management, phone handling, message recording, and file organization.
18. Maintains organized files and records as directed.
19. Proofreads communications to ensure accuracy and professionalism.
20. Cultivates and maintains professional relationships with clients and vendors.
21. Collaborates with other Instructional Support administrative assistants to ensure seamless operations.
22. Travels as part of job responsibilities.
23. Follows established ESC telephone protocol.
24. Reports for work ready to perform responsibilities.
25. Performs duties that directly and/or indirectly impact student performance in Region 16.
26. Maintains a professional level of confidentiality regarding all ESC matters.
27. Supports the mission, goals, and objectives of the ESC strategic plan.
28. Upholds and adheres to safety rules and policies of the ESC safety program.
29. Performs professional responsibilities as required by ESC policies, processes, and procedures.
30. Manages time, calendar, and job responsibilities to meet deadlines.
31. Meets proficiency levels of required technology skills as outlined by the supervisor.
32. Incorporates appropriate technology in daily work and exhibits continual growth in technologies as outlined by supervisor.
33. Performs other duties as assigned.